Administrative Generalist Coordinator at Indiana University in Evansville, Indiana

Job Description:

Department



IUSM-EVANSVILLE (IN-MEDE-IUINA)



Job Summary



Department-Specific Responsibilities

• Greets guests and students and lets scheduled appointments into the building.


• Receives and sorts any mail/packages delivered to the center.


• Processes outgoing shipments utilizing UPS (or other IU-supported vendor).


• Processes any outgoing mail, taking to the central mailroom in the building.


• Maintains employee and student kitchenettes, refilling supplies as needed and addressing any issues (broken coffee maker, notifying housekeeping, etc).


• Maintains office supply inventory, initiating purchases in BuyIU and Amazon, keeping cabinets and paper products stocked and organized.


• Schedules the ad hoc faculty/staff meetings (in-person and/or zoom), sending out doodle polls for scheduling and selecting the most appropriate day/time. Maintains and updates agenda.


• Coordinates the room reservation process for IU-owned spaces in the Stone Family Center utilizing the Outlook calendaring system (or current system supported by IU).


• Serves as the primary contact for submitting all facility work orders to building management company.


• Works directly with Building Technician daily.


• Assists supervisor with room and office furniture needs.


• Maintains awareness of space needs and student study space availability and usage with a weekly space walk-through.


• Coordinates room usage based on student need.


• Coordinates and maintains student locker assignments and student parking passes.


• Coordinates student and large group catering orders and food delivery. Serves as the primary contact to vendors.


• Utilizes current FAPD processes to initiate application with the physician and to route the application to the appropriate contacts.


• Serves as the primary contact for all Adjunct Faculty Reappointments working with FAPD on current policies and procedures.


• Works with center staff on potential faculty changes and utilizes current FAPD processes for any renewals or terminations.


• Coordinates the Adjunct Faculty Promotions process with Center Director and supervisor following the published FAPD process/cycle for promotion of title.


• Serves as a back-up for Phase One coordination, working with the appropriate positions to understand course scheduling and Evansville student calendars. Should be able to answer student questions regarding daily class calendar and refer to the appropriate faculty member.


• Proctors Phase 1 exams if needed.


• Assists with set-up and support for special events, including ordering supplies, attending planning meetings and setting up for meetings as needed.


• Performs other duties as assigned by supervisor and/or Center Director.

General Responsibilities

• Evaluates office production, revises procedures, or devises new forms to improve efficiency of workflow.


• Organizes office operations and procedures, such as creation of Word and Excel files, bookkeeping, and preparation of payrolls, flow of correspondence, filing, requisition of supplies, and other office services.


• Oversees opening, sorting, and routing of incoming mail, answers correspondence and prepares outgoing mail.


• Monitors the use of office supplies and equipment; reorders items as required.


• Ensures that office procedures and policies are being maintained and communicated.


• Compiles, copies, sorts, and files records of office activities.


• May perform other duties related to maintaining an internal website and/or working with social media.

Qualifications



Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.


EDUCATION



Required

• High school diploma or equivalent (such as HSED or GED)

WORK EXPERIENCE



Required

• 2 years of relevant experience

SKILLS



Required

• Proficient communication skills


• Effective interpersonal skills


• Excellent organizational skills


• Demonstrated ability to maintain confidential information


• Demonstrates excellent judgment and decision-making skills


• Ability to simultaneously handle multiple priorities


• Maintains a high degree of professionalism

Working Conditions / Demands



This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.



Work Location



IU School of Medicine-Evansville


Evansville, Indiana



Advertised Salary



$40,000 - $45,000 based on education and experience



Benefits Overview



For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance


• Health savings account with generous IU contributions


• Healthcare and dependent care flexible spending accounts


• Basic group life insurance paid by IU


• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance


• Base retirement plan with generous IU contributions, subject to vesting


• Voluntary supplemental retirement plan options


• Tuition subsidy for employees and family members taking IU courses


• 10 paid holidays plus a paid winter break each year


• Generous paid time off plans


• Paid leave for new parents and IU-sponsored volunteer events


• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.



Job Classification



Career Level: Intermediate


FLSA: Nonexempt


Job Function: General Administration


Job Family: Administrative Generalist
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Posting Disclaimer



This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.


If you wish to include a cover letter, you may include it with your resume when uploading attachments.



Equal Employment Opportunity



Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.



Campus Safety and Security



The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.



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